Where to order a death certificate

You order a death certificate from the vital records office in the state or county where the death occurred, not where the person lived. That office is usually part of the health department or the county clerk's office. The fastest way to find the right office is to search "[your state] vital records death certificate" — each state runs its own system and has its own fees and processing times.

You can order by mail, in person, or online depending on what your state offers. Some states let you order through a third-party vendor on their official vital records website; others require you to contact the office directly. A few states still require mail-only orders. Check your state's vital records website first — it will tell you the exact method, the current fee (usually between $15 and $35 per copy), and how long processing takes.

If you do not know which state or county to contact, the National Center for Health Statistics maintains a directory of vital records offices at cdc.gov/nchs/w2w. You can search by state and get the phone number and mailing address for the office that handles death certificates.

Key Takeaways

  • Death certificates are issued by the vital records office in the state or county where the death occurred, which you can find through your state health department or the CDC directory.
  • You will need the full name of the deceased, the date of death, and usually the names of the parents to order a copy.
  • Processing times range from a few days to several weeks depending on the state and whether you order online, by mail, or in person.
  • Ordering multiple certified copies at once costs less per copy than ordering them separately later, and you will likely need more than one for banks, insurance, and legal matters.

What information you need to provide

The vital records office will ask for the full name of the deceased, the date of death, and the place of death (city and county). Some offices also ask for the names of the deceased's parents, which helps them locate the correct record if the name is common. Have this information ready before you contact the office or start an online order.

If you are ordering on behalf of someone else, some states require you to show your relationship to the deceased or provide a reason for the request. A few states restrict who can order — for example, some allow only when ready family members or people named on the death certificate. Call the vital records office or check their website to see if there are restrictions in your state.

How long it takes and what it costs

Processing time depends on the state and the method you choose. Online orders often process in 3 to 10 business days. Mail orders typically take 2 to 4 weeks. In-person orders at the vital records office can sometimes be completed the same day, though some offices require an appointment. Call ahead or check the website to confirm.

A single certified copy usually costs $15 to $35. Most states offer a discount if you order multiple copies at once — for example, ordering five copies might cost $50 instead of $75 if you ordered them one at a time. Since you will likely need copies for the bank, insurance companies, Social Security, and legal proceedings, ordering several copies together saves money and time.

Ordering online versus by mail

Online ordering is faster and more convenient if your state offers it. You fill out a form, pay by credit card, and the office mails or emails the certificate to you. Most state vital records websites have a link to their online ordering system on the homepage.

Mail orders require you to print a form, fill it out by hand, include a check or money order, and mail it to the vital records office. This method is slower but works in every state. Some people use it when they do not have a credit card or prefer not to order online. Include a self-addressed, stamped envelope so the office can mail the certificate back to you.

A few states use third-party vendors like VitalChek or eSpeed, which appear on the state's official vital records page. These vendors charge a convenience fee on top of the state fee, so ordering directly from the state office is usually cheaper if that option is available.

What to do if you cannot find the death record

If the vital records office cannot locate the death certificate, it may not have been filed yet. Deaths are usually registered within a few days, but in rare cases it can take longer. Call the office and ask whether the record has been filed. If it has not, ask when you should check back.

If the death occurred a long time ago, the record may be in a different location. Some states keep old records in a state archive instead of the current vital records office. The vital records office can tell you where to look or can direct you to the right agency. If the death occurred in a different state than where you are searching, double-check that you are contacting the correct state's vital records office.

Certified versus uncertified copies

A certified copy has an official seal and signature from the vital records office. Banks, insurance companies, courts, and government agencies require certified copies. An uncertified copy is a photocopy without the seal and is not accepted for legal or financial matters.

Always order certified copies. They cost the same as uncertified copies in most states, and you will need them for almost any official use. If you are unsure whether you need a certified copy, ask the organization requesting the death certificate — they will tell you.

After you receive the death certificate

Once you have the certificate, keep the original in a safe place and use certified copies for official requests. Make photocopies for your records if you need them. You will likely need to send certified copies to the deceased's bank, insurance companies, Social Security Administration, and any employer or government agency that was paying benefits.

If you need additional copies later, you can order them the same way you ordered the first one. It is usually cheaper to order several copies at once, so consider ordering extras when you first request the certificate, even if you do not need them when ready.

Frequently Asked Questions

How many copies of a death certificate do I need?

Most people need between 5 and 15 copies. You will need one for each bank account, insurance policy, investment account, and government benefit the deceased had. Order at least 10 if you are unsure — extra copies cost little and are easier to order in bulk than one at a time later.

Can I order a death certificate for someone who is not a close relative?

It depends on the state. Some states allow anyone to order a death certificate; others restrict orders to when ready family or people with a documented reason. Check your state's vital records website or call the office to see if there are restrictions. If there are, you may need to provide proof of relationship or explain why you need the certificate.

What if the death certificate has an error on it?

Contact the vital records office in the state where the death occurred. They can tell you how to request a correction. The process usually requires a form, proof of the error, and sometimes a fee. Corrections can take several weeks to process.

Can I get a death certificate if the person died outside the United States?

No. Deaths that occur outside the U.S. are not recorded in U.S. vital records. Contact the vital records office or health authority in the country where the death occurred. The U.S. State Department can sometimes help you locate the right office if you do not know where to start.

How do I know if my state offers online ordering?

Search "[your state] vital records online order" or visit the state health department website. The vital records page will list all available ordering methods. If online ordering is available, there will be a link to the ordering system on that page.